Creating & Managing Campaigns in Mailing Center

Getting Started

Utilize the Mailing Center to send tailored messages to all Evaluate users. Learn how to leverage its many benefits including flexible audience filtering, personalized content creation, and automatic delivery scheduling to create mailings that match your unique needs.

Article Contents

Accessing the Mailing Center
Understanding Campaigns
Creating Campaigns
Campaign Details
Adding Content
Delivery Settings
Managing Campaigns

Related Support

Creating Mailing Templates
Using Placeholders in Mailings

Accessing the Mailing Center

Click the Mailing Center tile on your homepage to enter.

Setup Admins and Evaluate Admins will have access to the Mailing Center. For institutions on Distributed Permissions, individual users may be granted access to the Mailing Center.

Understanding Campaigns

A campaign is a singular mailing or series of mailings used to communicate with a specific audience.

Campaigns are the foundational building block of all communications in the Mailing Center and can be created or managed from the landing page.

Creating Campaigns

To begin building a Campaign, click the “Create New” button to enter the Create New Campaign page.

From the Create New Campaign page, follow the steps below to begin building your campaign.

Campaign Details

1. Name Your Campaign

   Give the campaign an easily recognizable name, this is how the campaign will be identified in the list of campaigns.

2. Select Your Target Audience

   Options include:

   • Student
   • Instructor
   • Report Administrator
     or
     Tag Based (Tag Based mailings are only active for sites using the Distributed Permissions system)

3. Filter Your Audience

   Start by filtering your audience by Term (if applicable)

   This selection is not relevant for Report Administrator and Tag-Based audiences, as they are not limited to a single Term.
   

   Choose to include all users within the selected Audience and Term;
   OR, refine your audience to those that meet a set of conditions or rules.
   
   

   Select a Quick Filter to apply a rule automatically.

   

   Quick Filters are available for the most common Rules for Student or Instructor audiences. Options include:

   Incomplete Evaluations Target Students who have incomplete evaluations

   Incomplete Learning Objective Selection (IDEA Only) Target Instructors that still need complete their Learning Objective Selections

   Reports Available Target Instructors that have reports available

   Build a Custom Rule

   

   For more control use the dropdown area to build a custom rule. The rule builder is base on three inputs (Property, Comparison, and Value). The first dropdown menu contains a list of properties that allows you to target users and will serve as the foundation of your rule. 

   Administration Name Target Students or Instructors associated with one or more administration

   Administration Status Target Students or Instructors of upcoming evaluations by administrations that are in a state of scheduled, current, or past

   Organizational Unit Target Students or Instructors within one or more organizational units

   Response Status Target Students who have or have not completed their evaluations

   Learning Objective Selection (IDEA Only) Target Instructors that still need complete their Learning Objective Selections

   Report Status Target Instructors whose reports are or are not available

   Report Administrator Role Target users who have been assigned a Report Administrator role

   Tag Name Target users who have been assigned a Tag

   The second dropdown is used as a comparator. When set to “Equals”, it will look for users who meet the criteria (ex. "Administration Name Equals Test" matches users in the Administration named Test). When available, you can select "Does Not Equal" to target users who do not meet the criteria (ex. "Administration Name Does Not Equal Test" matches users in any Administration not named Test).

   The third dropdown, is used to select one or more values you wish to target. If more than one value is selected it means that users must be in at least one of the options selected.

   By combining multiple rules, your Audience will need to meet ALL of the conditions before receiving the mailing.

   **Note to users that do not have access to data at the Institutional Organizational Unit level:
   Campaigns targeting all Students/Instructors or status-based filters (ex. Administration Status), an Organizational Unit filter must also be added in order to prevent the campaign from targeting a broader audience beyond their access within the Organizational Unit Tree.

4. Review Audience Count

   A list of potential recipients will be calculated and displayed based on the selected filters. The final audience will be determined at the time of mailing based on the filter criteria.

   

   Select the Details link under the Audience Count for additional Audience member info including alerts for missing or invalid email addresses.

   

Adding Content

Enter the sender's display name, reply-to email address, subject, and message body.

Insert desired placeholders to personalize your message.

The placeholders offered included first name, last name, username, student access link, faculty access link, summary report link, and course section details. 

Delivery Settings

Select a future delivery date and time.

Schedule reminder mailings by selecting multiple dates in the date picker. A separate mailing with the same content will be created for each delivery date and will share the same delivery time.

To change the content details for the individual mailings, you may do so by managing the campaign after its creation and editing.

Click the ‘Schedule’ button when you are finished to create the campaign

Manage Campaigns

Click "Manage Campaign" on a desired campaign from the list.
This option is available from the list of campaigns, to view audience details and individual mailings for that campaign.

View or Edit Campaign Details.
If all of the mailings are in a scheduled state, you have the ability to edit the audience and audience filters as well as the details of the mailing itself.

Once any of the mailings have been sent, the audience will be fixed, and the stats for delivered and undelivered numbers will be visible for each completed mailing. However, any mailings that are still in a scheduled state can be edited or deleted at this point.